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E.Cer.S Statutes

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EUROPEAN CERAMIC SOCIETY
An International Non-Profit Association
established for scientific and cultural purposes

Chapter I : Name-Office-Purpose-Duration - Properties

Article 1
An European non-profit association is hereby formed with the name " European Ceramic Society ", in abbreviated form : " ECerS ", hereafter referred to as " Society "

Article 2
The Society is established in order to co-ordinate and promote the study and development of ceramics and in particular :

• To promote and assist in the planning and organisation of conferences, workshops and meetings, including the one referred to in chapter 26 (" European Ceramic Society Conferences ").
• To provide the planning, preparation, presentation, printing, publication, issue and circulation of technical papers, calendars of ceramic events and other matter.
• To encourage education, training and research in the ceramic field and in the related technology transfer
• To collect and disseminate information on matters affecting the society's objectives and to exchange information with other organisations having similar objectives in relation to ceramics and/or other materials including organisations resident or having their registered offices elsewhere in the world

Article 3
The European Ceramic Society shall be registered as a European non-profit Institution. The registration will be made in compliance with the European directives regulating non-profit bodies (See temporary norms).

Article 4
The duration of the association shall be indefinite. The closure of the Society will be determined by the Council who, when this decision is made, will take care to appoint one or more liquidators and will deliberate and make appropriate arrangements about the disbursement of the society's assets.

Article 5
The Society is a non-profit association whose assets consist of:

• personal property and real estate that will become part of the Society's capital
• general items, books, videotapes, etc, that are kept at the official site of the Society
• future reserve funds derived from the profits of Society events
• future subscriptions, donations and legacies

• Full Member Registration Fees
• Associated Members Registration Fees
• Individual Members Registration Fees
• Profits deriving from Society events and participation in them
• Any other income that results in an increase in the Society's capital

Article 6
The financial year closes on the 31st December of every year. At the end of each financial year, the final balance and an estimated budget for the following year will be provided and will be presented to the Council for approval.

Chapter II : Membership

Article 7
The membership of the Society shall consist of Full Members, Associated Members and Individual Members.

(I) Full Members are defined as:
- any national European body representing its ceramic community whose admission to the Society has been approved by the Council following its application to the Society. A country requesting admission to the society shall provide full information about its proposed adhering Organisation. Any application to the Society shall be examined by the Council at its next meeting if it has been received in writing by the President at least one month before that meeting, together with the appropriate documentation. Membership shall begin immediately after the application has been approved by the Council. All Full Member Societies will officially declare the number of their members that want to be affiliated to ECerS. For each of them they will pay the Membership fee whose sum is fixed by the Council every two years.

(II) Associated Members are defined as:
any national, non European body representing its own national ceramic community, and any European or non European Corporate member, University, Research Centre etc., not belonging to the national association as described above under "Full Members", whose admission to the Society has been approved by the Council, and whose subscription fee fixed by the PEC has been paid to the Society. This fee could be different for the different categories of Members. For Associate Membership requests made by individuals belonging to Full Member countries, assent will be requested from relevant Full Members. In the case of further association of a national community, pre-existing Associated Members from that country will be automatically referred to the new Full Member society, for all active and passive duties and rights.

(III) Individual Members are defined as:
Any person(s) who wish to join the Society; these will proceed to do so by formal written request. The subscription fee will be fixed every year by the PEC that will examine the application and ultimately approve Individual Membership applications.

Article 8
A member wishing to withdraw from the Society shall give notice of resignation in writing to the President. The resignation shall be immediate. Any member may be expelled from the Society if that member harms the Society by written material, words or actions, or violates the Statutes and responsibilities ensuing from these Statutes, or gives away confidential information without permission, or avoids payment of dues despite repeated warnings. The Society Council will contact this member without delay, with the possible consequence of expulsion from the Society. The right to expel is the prerogative of the Society Council, who will make the decision by at least a two thirds majority. The expelled member may, within one month after the Council has informed him about its decision to expel him/her from the Society, submit a written statement in defence of his/her position. A final decision in this matter will be taken at the next meeting of the Council. Until this final decision has been taken, the voting rights of this member will be suspended.

Chapter III : Structure

Article 9 - The Society management hierarchy is composed of :

• The Council
• The Permanent Executive Committee (PEC)
• The President
• The Past President
• The President Elect
• The Treasurer
• The Audit Board

Article 10
The Council:
The management and policy of the society is entrusted to a Council who will act as a general assembly.
The Council will consist of :
The current President of the Society

• Each person being or exercising the function of President of each Full Member of the society.
• One representative (other than the President) appointed by each Full Member of the society.

Article 11
Meetings of the Council shall take place at least once a year before June in such places as the President reasonably appoints. Additional meetings may be called by one third of full members , upon written notice to the President who shall convene a meeting of the Council which shall take place within 90 days of receipt. The President lays down the items of business to be considered by the Council on the agenda of that meeting which shall be sent to the adhering associations at least 15 days before the meeting is held. However, in case of urgency, a question may be added to the agenda with the consent of at least three-quarters of the members present at the meeting and having the right to vote. The quorum for the validity of any meeting of the council will be at least half of the total Full Member electorate, plus one. All matters arising at any meeting of the Council shall, except as herein deemed otherwise, be decided by a simple majority of those present and entitled to vote; the President shall exercise a casting vote. The Council may determine its own procedures for voting, meetings, recording of minutes and any other procedures which do not conflict with the provisions herein. Statute changes must be approved by at least three fifth of the eligible electorate, it also being possible to submit votes by post, on appropriate forms.

Article 12
Matters requiring the approval of the Council shall include :

• Verifying the attribution of votes to each country, from the communications received by the Secretariat, and defining the rules for conducting ballots,
• Electing the President and nominating the President Elect
• Establishing the time, place and theme of the next European Ceramic Society Conference
• Issuing invitations to members of the Society to organise each European Ceramic Society Conference
• Appointing a member of the Society to organise the next European Ceramic Society Conference (Host Member) from among the members who have previously advised the Council in writing of their willingness to do so.
• Appointing the working groups, and determining their role, mission, composition and the duration of their mandate.
• Approving the proposal made by the Organising Country of the European Ceramic Society Conference and published thereafter, including a suitable acknowledgement that they have been presented or published on behalf of the Society.
• Endorsing International Conferences organised by non-European and European societies upon a written request of their organisers.
• Approving or rejecting applications for membership to the Society or terminating the membership of any member.
• Drawing up the annual accounts and submitting them to the Council for approval.
• Amending the statutes; proposing the dissolution of the Society.

Article 13
The Permanent Executive Committee:
The Council chooses a Permanent Executive Committee for a period of two years (" PEC "). The PEC, chaired by the President is constituted by :

• The President
• The Past President
• The President Elect
• And six representatives, each from a different country, proposed by the President and nominated by the Council for a period of two years, renewable one time.

• The Working Groups Coordinators
• A representative of the country organising the permanent Secretariat
• A representative of the country organising the next European Ceramic Society Conference
• Any other Member invited by the President in accordance with the Agenda of the PEC Meeting.

Article 14
The PEC will be responsible to the Council for the implementation of Policy and other decisions made by the Council. Decisions shall be taken upon a simple majority of votes. Any decision taken by the PEC would have to be confirmed at the next Council meeting, only if it has been passed by a majority of less than two-thirds. The President, with the approval of the PEC, may delegate authority to one ore more members of the PEC to manage specific topics so as to promote good efficiency and rapidity. Meetings of the PEC will be arranged typically twice a year; these are to be considered quorate if at least two-thirds voting members are present.

Article 15
The President
The President of the Society shall be appointed by the Council in accordance with its rules for voting. The President shall serve for a period of two years beginning at the end of each European Ceramic Society Conference, and renewable once. The President is the administrative head of the society; he shall chair the meetings of the Council and the PEC, for which meetings he will formalise the agenda; he shall be an ex-officio member of all bodies of the Society. The President of the Society may delegate another representative among the Societies Members or a Member of the PEC to chair Council or PEC meetings, or to represent himself in specific circumstances. The President shall promote and supervise the work of the Permanent Secretariat.

Article 16
All acts binding upon the Society shall be signed by the President or by his delegate and by a representative of the Council, who will not need to prove the powers upon which they are acting to third parties.

Article 17
The Society shall be represented in litigations and legal acts by the President or by a member of the PEC appointed by him, either as plaintiff or as defendant.

Article 19
The President Elect
The Council, every two years, at the Conference meeting, will select the name of the preferred candidate to act as "President Elect" to follow, after two (or four) years, (depending on possible renewal of the President's period of office), the President, on ceasing his duties.

Article 20
The Treasurer Every two years the Council will elect a Treasurer, he/she could be a Member of the Permanent Secretariat. The Treasurer will (i) manage the financial affairs of the Society (ii) ensure that all appropriate legal and procedural guidelines are adhered to and (iii) apply the financial directives of the Permanent Executive Committee, (iv) submit reports to the PEC and Council at regular intervals. The Treasurer will also oversee the handling of the Society's capital. He will prepare an annual balance sheet for the previous year and budget for the next year; both documents will be subject to the Board who on approval will transmit them to the Audit Board. The Treasurer can be re-appointed.

Article 20
Audit Board
The Board will be constituted by three Members appointed by the Council or by the PEC and their period of office will be for two years. The Audit Board will
(i) manage the administration and all the financial aspects of the Society, (ii) supervise the work carried out by the Treasurer, (iii) every year the Audit Board will produce a report on the final balance sheet and the estimated budget.
If requested, the Audit Board will express an opinion regarding the extension of the treasurer's period of office.

Article 21
The appointments of the President, the members of Council, the PEC, the Treasurer and the Audit Board are unpaid.

Article 22
Role of the Permanent Secretariat
The Permanent Secretariat will receive financial support from the Society and the amount of this will be decided by the PEC every two years. A member country, appointed by the Council shall be responsible for maintaining the permanent secretariat and for appointing the secretary of the Society. This arrangement shall normally remain in force for a period of two years, but may be extended by agreement between that society and the Council. The secretary shall be responsible for all the needs regarding the organization and management of the Societies' activities. The country hosting the Permanent Secretariat can cooperate with other countries sharing with them the activities to be carried out. Every year the PEC will decide the activities of the Permanent Secretariat and will promote the cooperation sharing the activities among the Full Members and the country hosting the Permanent Secretariat.

The President will organize his/her own secretary to promote cooperation with the permanent secretariat and provide effective management of the society's affairs.

Article 24
The minutes summarizing the proceedings of each meeting of the council and of the PEC shall be kept in the English language and shall be distributed to all members by the President as soon as possible after every meeting.

Article 25
Working Groups
The Council organises working groups such as :

• Education
• Research and Development
• Editorial: Publication of the " Journal" and "Bulletin" of the European Ceramic Society and any of other issues endorsed or sponsored by ECerS
• Industrial Ceramics

Article 26
Topical Networks
PEC promotes and takes care for the set up of Topical Networks constituted by Individuals interested in specific topics. The scope of the Topical Network is to make the state of the art and see what are the developments and trends related to a specific subject. Each country that coordinates a Topical Network should then support the maintenance of relations between ECerS and who operates in the Topical Network. Another scope of the Topical Network is the cooperation with the Bulletin and to promote the organization of Topical Meetings.

Article 27
The Conference and the Topical Meetings
The Society will promote or assist in the promotion of the European Ceramic Society Conference which shall be held at least once every two years in a European country in which the host member is resident or has his registered office. Admission to European Ceramic Society Conferences shall be open to all interested individuals. Under the supervision of the PEC, the host member will organize the Conference taking into account the recommendations of the Council and the promotion of the activities of the Working Groups and Topical Networks. It also shall be responsible for all matters relating to the organisation and conduct of such conferences and shall bear all risks and pay all expenses in connection with such conferences. The Council shall promote the organisation of other scientific meetings in order to develop a policy of " topical meetings " under the auspices of the Society. The Council may offer collaboration of the Society in the planning and arrangement of scientific or technical meetings initiated by other organisations or by one or more of its adhering Members. The cooperation of the Society in the organisation of a conference shall imply no financial responsibility. The organizer of the Conference or of the Topical Meetings will devolve upon ECerS a percentage of the meeting registration fee. This will not be lower than 5% and will be fixed by the PEC.

Article 28
Awards
During the European Ceramic Society Conference, awards will be given such as:

• The " International Award ", - given to a ceramist belonging to a country outside Europe for outstanding contribution to ceramic science or technology.
• European Awards, such as the " Stuijts Award " - given to ceramists belonging to a member country of the Society for outstanding contributions to ceramic science, technology and educational activities or production.

• The "Student Award", - given to young researchers selected by a jury appointed by the Coordinator of the Educational Working Group, following i) a student lecture competition, ii) a student poster competition. One participant is selected by each national ceramic society by means of preliminary competition.

Article 29
In all cases where the constitution is not clear or does not give a decision, the President's ruling shall be decisive. The English language shall be used for any official matters or for communications between members.

Temporary norms:
- As long as the European directives regarding the regulation of non-profit institutions are not coming into force, in case of need the following two options could be adopted according to the Council's decision:
(i) The Society shall be registered at any Full Member Country
(ii) The management of the income can be addressed to the Society running the Permanent Secretariat